Governance Services Administrator and Board Reporter

3 weeks ago

Toronto, Canada Toronto District School Board Full time

No. SCH II-23-0054NE
POSTED: March 3, 2023

DEADLINE: 12:00 noon: March 13, 2023****:

- ______e:
**Governance Services Administrator and Board Reporter**
1 - Permanent Position

**Governance and Board Services**
**Schedule II, Level 5**

**(Non-Union - 12 Month)**
**$69,741 - $83,688**

**The Toronto District School Board adheres to equitable hiring, employment and promotion practices.**
Reporting to the Senior Manager, Governance and Board Services, the Governance Services Administrator
and Board Reporter will provide governance support to facilitate the effective and efficient operations relating
to Board and Committee meetings of the Toronto District School Board in accordance with provincial
legislation, the Board’s bylaws and governance processes.

The Governance Services Administrator and Board Reporter will:

- Provide governance support related to Board and Committee meetings (both public and private),

including preparation and distribution of meeting notices, agendas, reports, recording and preparation
of minutes, managing meeting logistics; conducting meetings using electronic meeting management
software (eScribe) etc;
- Provide guidance on procedural matters to the committee chair and senior staff at

standing and special committee meetings to ensure compliance with the Board’s
bylaws;
- Assist the Senior Manager to prepare timely and accurate information about Board

decisions and requests for action following Board and committee meetings to provide to
senior staff;
- Act as liaison with trustees, all departments, parents, community members and staff at various levels

including supervisory officers and staff in the Director’s Office; and
- Work with IT staff to provide training for end users (existing and new trustees and staff)

and ensure ongoing effective operations of the Board’s meeting management software
and other related solutions.

**Summary of Duties**:
Prepare, compile and distribute documentation (e.g. agenda, notices, materials, reports etc.) for Board and

committee meetings;
Record official minutes of the Board at standing and special committee meetings;
Prepare the official records of decisions for both public and private records following standing and special

meetings;
Prepare, post and maintain official schedule of meetings and calendar of meeting dates;
Assist the Senior Manager to prepare timely and accurate information about Board decisions and action

items following Board and committee meetings to provide to senior staff;
Attend Board and committee meetings;
Support standing and special committee meetings including providing procedural advice and guidance to

the committee chair and senior staff in accordance with Board bylaws;
Provide information to staff and the public regarding official decisions;
Maintain and update information on the Board’s website;
Manage meeting logistics such as tracking attendance, ensuring quorum, ordering equipment, arranging

for conference calls etc;

Assist the Senior Manager with coordinating the process for members of the public to make delegations to

the Board’s committees in accordance with the Board’s delegation procedure;
Work with IT to provide training to end users (e.g. trustees, staff) on the use of the electronic meeting

management software;
Ensure effective operations of the meeting management software including troubleshooting;
Work with IT to resolve technical issues and operation of the electronic meeting management solution;
Support the voting process during meetings, including the projection of agenda items, motions,

amendments, vote results etc.
Prepare ad-hoc and regular reports;
Gather data and research information, collating and interpreting the information as required and providing

the results in an appropriate manner;
Maintain department records, ensuring accuracy and appropriate cross-referencing as required;
Monitor, process and track expenses related to activities of the department utilizing SAP;
Receive, track, forward, respond and or follow-up on all inquiries (written, verbal and electronic), requests,

incoming mail etc.;
Provide support to the Ombudsman’s office with receiving and tracking of information, inquiries and

complaints;
Provide support to special projects;
Provide administrative back-up support to other staff members as required;
Provide leadership in fostering equity and inclusiveness in the development and implementation of

programs and services; and
Other duties as assigned.

**Qualifications**:
Two-year community college diploma (e.g. Business, Legal) plus courses in Parliamentary Meeting

Protocol with four years of progressively responsible administrative experience in a governance/corporate
secretariat environment or an equivalent combination of education and experience;
Experience supporting board and committee processes;
Knowledge and understanding of the Board bylaws, related policies, procedures and Ministry directives;
Knowledge of the

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